supplier portal user guide

Manage Supplier Profile

Supplier Portal User Guide


Manage Supplier Profile 2

This step-by-step guide will review how to manage your company profile including organization details, addresses, contacts, business certifications, bank accounts and products & services. Suppliers are encouraged to actively manage their profiles to ensure accurate and up-to-date information.

If you need assistance please contact [email protected] or (423) 643-7230.

Table of Contents

Log in to Supplier Portal ...................................................................................................................... 3

Forgot User ID or Password .................................................................................................................. 4

Home Page .......................................................................................................................................... 5

Organization Details ............................................................................................................................ 6

Addresses ............................................................................................................................................. 8

Contacts ............................................................................................................................................ 12

Payments............................................................................................................................................ 17

Business Classifications ...................................................................................................................... 24

Products and Services ....................................................................................................................... 29

Supplier Portal Support ...................................................................................................................... 32



Log in to Supplier Portal

Step Step Description Navigation Hint

1.

Click on Supplier Portal Login page

link.

2.

Enter User ID. This will be your

email address.

Enter Password.

3.

Click Sign In button.


Forgot User ID or Password


4.

Click Forgot Password link.

5.

Enter your User Name or Email in

the field.

6.

Click Forgot user name radio

button if you forgot your user

name.

or

Click Forgot password if you forgot

your password.

Click Submit button

7. You will receive an email notifying

you of your user name and/or

password.


8. Follow instructions to Log In to

Supplier Portal.

Home Page


9.

You are now logged into Supplier

Portal.

10.

To navigate to the Home page

click on the home icon,

or

City of Chattanooga seal.

11.

Click on the Supplier Portal button.



12.

Click the Manage Profile link on

the Tasks menu on the left-hand

side. (You may have to scroll

down to see it.)

13.

You are now on the Company

Profile page.

14. Generally, the City requests that

you fill in as much information as

possible.

Click the Edit button in the top

right corner.

15. A warning message appears:

“Making edits will create a

change request for the profile. Do

you want to continue?”

Click Yes.

Organization Details


16.

On the Organization Details tab

review the information.



17. Update as much information as

possible.

Click Save.

18.

Click on the Tax Identifiers tab.


possible.

Click Save.

20.

If all changes are complete enter

Change Description.

21.

Click Review Changes button.

Review change summary.

22.

If additional changes need to be

made click Edit. Return to previous

steps.



23.

If changes are accurate click

Submit.

24.

Review Confirmation message.

Click OK.

Addresses


25.

Click the Addresses tab.

26.

To review and existing address

Click the row to highlight it.

Click the pencil icon.



27.

The Edit Address window is now

visible.

28. Update as much address

information as possible including

phone, fax and email address.

29. Enter/Update Address Name. The

address name should be the first

15 digits of the street address and

the street name including spaces

For example, if the street address

is 399 McCallie Avenue,

Chattanooga, 37402 the Address

Name would be 399 McCallie.

30.

Update all address information.



31. Address Purpose

Check all boxes that apply.

Ordering is for Purchase Orders

Remit to is for Payments

RFQ or Bidding is for

Bids/Responses

32.

If you have never done business

with the City of Chattanooga

select RFQ or Bidding checkbox.

This will enable you to respond to

Bids and Solicitations.

33. If you have previously done

business with the City of

Chattanooga identify the purpose

of this specific address.

If your business only has 1 address

or location for Ordering, Remit to

(payments) and RFQ or Bidding

you may select all 3 checkboxes.

34.

Enter and/or update Phone, Fax

and Email for this specific address.



35.

Click OK.

36.

To Add an Address click the +

icon.

37.

The Create Address window is

now visible.

38. Repeat steps to add address

details for all your company

addresses.


possible.

Click Save.

40.


Change Description.



41.



42.



steps.

43.


Submit.

44.


Click OK.

Contacts


45.

Click the Contacts tab.



46.

Your contact will be visible.

47.

The first person to have registered

for a user account for a company

will be designated as the

Administrative Contact.

48. Important: Administrative contacts are responsible for maintaining the company profile. Administrative contacts are expected to update all aspects of the company profile regularly as changes occur regarding addresses, contacts, payment information, business classifications and products and services.

49.

Highlight the row of the contact.

Click the Edit icon.



50.

Mandatory:

Complete all Contact details.

If adding a new contact check

Administrative contact if you want

the contact to be an

Administrative contact.

51.

Mandatory:

Complete Phone, Mobile and/or

Fax details.

52.

Mandatory:

Confirm or enter Email address.

53. Mandatory:

In the Contact Addresses section

click the Select and Add icon to

associate and address to the

contact.

Every contact should be

associated with an address.



54.

The Select and Add: Addresses

window is now visible.

55. Click the row of the desired

address(es).

Click OK.

If the address is not available in

the list return to instructions to add

Addresses.

56.

The added address is now visible

in the Contact Addresses section.

57.

View the User Account section.



58. For new contacts check the

Request User Account checkbox.

This will give the contact the

ability to log into Supplier Portal.

They will receive an email

notifying them of their user id and

log in instructions.

This checkbox will not be visible for

the original contact.

59. Do not change any information or

settings in Roles or Data Access

tabs. Changes will impact users

ability to log into Supplier Portal.

60. On the Edit Contact window

review the details. If complete,

click OK.

61. You have returned to the Edit

Profile Change Request page.

Click the + icon to create

additional contacts. Add contact

details as instructed in previous

steps.

62.


a description of changes made in

the Change Description field.



63.



64.



steps.

65.


Submit.

66.


Click OK.

Payments


67. This tab allows you to add/edit payment method and bank account information.

Entering up to date Payment information is critical for Suppliers that have Active

purchase orders and/or agreements with the City. The payment method and bank

account you enter will dictate how you will receive payment from the City.



68.

Click on the Payments tab.

69.

Click on the Payment Methods

tab.

70. Identify your desired default

payment method. Options are:

Check

Electronic* (ACH aka direct

deposit)

*Payment via electronic payment

method is faster than check

payments.

71. If you select Electronic payment

method please complete and

submit an ACH Authorization

Form. The completed form should

be returned via mail or, if

preferred, send an email request

for a secure link to

[email protected].



72. Highlight the row of your desired

default payment method. Click

the Set Default icon.

Only 1 default Payment Method is

allowed.

73.

Notice the green Default icon.

74.

Add a From Date and/or To Date

as applicable

75.

Click the Bank Accounts tab.

76.

To Add a Bank Account click the

+ icon.



77.

The Create Bank Account window

is now visible.

78.

In the Country field select the

drop-down arrow.

Enter your Account Number.

79. In the Bank Name field select the

drop-down arrow.

Click Search.

Enter your Bank Name.

Click Search.

Select your Bank from the search

results.

Click OK.

80. In the Bank Branch field select the

drop-down arrow.

Click Search.

Enter your Bank Branch name.

Click Search.

Select your Bank Branch from the

search results.

Click OK.



81. The From Date will default to the

date this Bank Account was

created in Supplier Portal.

Enter an Inactive On date as

applicable.

82.

Leave the IBAN field blank.

83.

Select the currency from the

drop-down list.

84.

In the Additional Information

section complete the fields as

necessary to identify the bank

account.



85. Click Create Another to add

another bank account. Repeat

the instructions to add a bank

account.

86. When bank

account details are complete

click OK.

87.

EDIT AN EXISTING BANK ACCOUNT

Click the row of the bank account

to edit.

Click the Edit icon

88. Update the necessary fields.

Click OK when complete.

89. DELETE AN EXISTING BANK

ACCOUNT

Click the row of the bank account

to delete.

Click the X icon.



90.




91.



92.



steps.

93.


Submit.

94.


Click OK.


Business Classifications


95.

The following Business

Classifications are tracked by the

City’s Minority and Women-

Owned Business Enterprise

(MWOBE) Program.

96.

If None of the Classifications are

applicable to your

company/organization, select the

None of the classifications are

applicable check box.

Otherwise, click the Add

Row button.

97.

Click the *Classification drop-

down arrow.



98.

Select any applicable

Classifications.

99.

For Minority Owned Business

Enterprises subclassification

information is requested.

Click the Subclassification drop-

down arrow. Select appropriate

subclassification from the drop-

down list.

100.

Click the Certifying Agency drop-

down arrow.

If the Certifying Agency is not in

the list of values, select Other.



101.

Click in the Certificate field.

Enter the type of Certificate in

Certificate field.

102.

Enter the Start Date of your

certification.

Click in the field and enter the

Start Date.

103.

Enter the Expiration Date of your

certification.

Click in the field and enter the

Expiration Date.

104.

Attach a copy of your

certification and any relevant

documents by clicking the Add

(+) icon under attachments.

105.

Click on the file dropdown arrow

and select the appropriate File

Type.



106.

Click the Choose File button

107.

Click the Ok button.

Click Save button.

108.

Click Confirm to confirm the

accuracy of the new or updated

business classifications.

109.

DELETE BUSINESS CLASSIFICATION

Click the row of the classification

you would like to delete.

Click the X icon.

110.




111.

Click Save button.



112.

Click Confirm to confirm the

accuracy of the new or updated

business classifications.

113.



114.



steps.

115.


Submit.

116.


Click OK.


Products and Services


117. The City would like to know what products and services your company or organization

provides. If the City’s buying needs match your products and services you may be directly

notified of solicitation opportunities.

118.

Click on the Products and

Services tab.

119.

Click the Select and Add button

to add Product and Services.

120. Use the Description field to search

using keywords. Enter a few

characters or use general

keywords for best results.

Click the Search button. Results

will appear based on your search.

121. To select a product or service to

add to your company or

organization profile click the

appropriate checkbox(es).

Select as many products/services

categories that will fit your

business. The City will use your

selections to invite you to

solicitations that match.



122. Click Apply to add and to search

for additional categories.

123.

You may also search by clicking

the small triangle next to NIGP

Category.

124.

The Categories and Descriptions

will be listed in alphabetical order.

Scroll up/down to view.

125. To select a product or service to

add to your

company/organization profile

click the appropriate

checkbox(es).

Select as many product/service

categories. The City will use your

selections to invite you to

solicitations that match.

Click Apply to add and to search

for additional categories.



126.

Click the OK button.

127.

DELETE PRODUCTS AND SERVICES

Click the row of the product or

services you would like to delete.

Click the X icon.

128.




129.



130.



steps.

131.


Submit.



132.


Click OK.

Supplier Portal Support

We are available to assist you! Contact [email protected] or (423) 643-7230.

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